Theatre Department - Administrative Assistant II-THART

Position Summary:

Oversees the administrative aspects of an office (or department) by performing complex secretarial and administrative duties, relieving the chair of operational details, and assuming efficient office operation.

College/Department Overview:

The College of Fine Arts and Design is a center of excellence for the arts and design, as well as a center of innovation for improving and promoting arts education. Founded in 2001, the college combines the experience of Oklahoma's oldest public educational institution with groundbreaking thinking about the role of the arts in the 21st century. The College of Fine Arts and Design nurtures leadership qualities in students, thus expanding the scope and qualities of their career opportunities. The institution's emphasis is on student-centered education. This commitment to excellence provides students the opportunity to interact and work closely with our more than 100 outstanding full and part-time faculty members who are dedicated to developing the artist, scholar, creative professional, educator, citizen, and leader as a whole. With more than 200 performing and visual arts events every year, the college provides students from a variety of academic disciplines and programs to come together to view exhibits, attend special events, experience performances, take classes and discuss their work, and ultimately learn to both specialize and think from a global perspective. The College of Fine Arts and Design currently has six academic units, the Department of Art, Department of Dance, School of Design, Department of Theatre Arts, School of Music, and the Academy of Contemporary Music, and specialized accreditations from the National Association of Schools of Music (NASM), National Association of Schools of Art and Design (NASAD) and the Council for Interior Design Accreditation (CIDA). For further information see our website http://www.uco.edu/cfad

Duties and Responsibilities:

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Stays up to date on processes, procedures, and services. Communicates and assists students, faculty, and administrators on University policy matters.

Initiates and handles correspondence relating to a department or program.

Oversees the daily operations of the office which may include supervising support staff and students and conducting necessary office training.

May make contacts of a sensitive, complex, and confidential nature.

Gathers information and prepares various reports, correspondence, and memorandums: researches and resolves issues.

Prepares purchase requisitions and tracks the payment of invoices.

Prepares special or confidential reports. Edits departmental reports and documents.

Responsible for managing calendars and appointments for departmental chairperson; event and meeting planning, and assisting with special events, projects, or surveys.

Works closely with the departmental chairperson and CFAD Office of the Dean in the processing of annual departmental tenure and promotion materials.

Assumes responsibility for small and large projects and oversees such projects through to completion.

Maintains files and appointments calendars. Maintains departmental share drives.

Assists in the preparation and maintenance of the departmental budget. Manages operation budgets for the department. Manages P-Card (university-issued credit cards) statements for those who have P-Cards.

Responsible for purchases, creating requisitions, and invoices.

May be responsible for creating online job requisitions for employment and Request for Support Staff/Professional Changes (RSP) forms for employee changes.

Greets and screens visitors and phone calls; relays messages, responds, or takes necessary action or refers to the appropriate person for resolution.

Attends meetings and takes notes.

Orders and maintains an inventory of supplies and equipment.

Performs other related duties as assigned.

Qualifications

Minimum Qualifications:

Minimum of two years experience in office management, policies, and procedures.

Minimum of one year of accounting or financial tracking experience. Minimum keyboarding speed of 40 wpm.

Experience Required:

Requires administrative training and experience and 3+ years of relevant experience in chosen field or equivalent combination of education and experience.

Preferred Qualifications/Experience:

Bachelor’s degree. Current UCO administrative experience. Willingness to become a notary.

Willingness to obtain a UCO P-Card for making departmental purchases.

Knowledge of University requisitioning and purchasing procedures. Experience in a higher education environment.

Knowledge Skills and Abilities:

Knowledge of office procedures and practices. Must be computer literate in the use of relevant software applications (word processing, spreadsheets, database management.) Excellent telephone etiquette, communication (written and oral), organizational, and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multitask. Attention to detail. Demonstrate a professional service-oriented attitude. Ability to maintain confidentiality. Ability to work well while under constant interruption. Must be self-motivated. Ability to listen and synthesize directives. Strong supervisory skills. Ability to work independently with limited supervision.

Safety and Environmental:

Safety is the responsibility of every employee; therefore, all employees will be trained to perform work safely. Should you feel inadequately trained to perform a certain procedure, immediately discuss the problem with your supervisor. You will be evaluated in the area of safety practices during the annual evaluation. Working safely, and following all appropriate rules and regulations for safety and the environment are job requirements for all positions with UCO.

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.